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Extracted from Consolidated Report
This investigation was originally published as part of a larger consolidated report containing multiple investigations. View the consolidated PDF for the complete document.
San Luis Obispo County Grand Jury
• 2006-2007
4. County Contracts: DO WE GET What WE PAY For?
⚠️ Translation Notice: This content has been automatically translated. The original English text is the official version. Translation may contain errors.
⚠️ Este contenido ha sido traducido automáticamente. El texto original en inglés es la versión oficial. La traducción puede contener errores.
Findings and Recommendations 4 findings
F1
Page 35
There appears to be a lack of formal, published standard operating procedures for contract administration. An employee faced with a question relating to a particular aspect of managing contracts may have to seek out other employees who have some familiarity with the problem.
Related Recommendations (1)
R1
Page 35
All County departments that issue contracts should develop standard contract management operating procedures. These procedures should cover all aspects of contract management and clearly define tasks and responsibilities for each step in the contracting process. (Finding #1)
F2
Page 35
Managers in major contracting departments are dedicated and are doing a good job of ensuring that contractors are meeting their obligations. However, tools they currently in use to track contracts are not standardized and may not be sufficiently reliable to meet County’s long-term needs.
Related Recommendations (1)
R2
Page 35
Any automated tracking systems used for contract management should be created using robust, high-reliability database programming standards. Systems should be fully documented and data should be protected from loss or corruption. (Finding #2)
F3
Page 35
Not all sections of County staff have the same familiarity and expertise in managing contracts. This could cause inconsistency in contract management throughout the County. In addition, expertise and best practices developed within certain County departments are not shared with other departments.
Related Recommendations (1)
R3
Page 35
County offices that do not issue contracts on a regular basis should work through other departments that are more familiar with contract management procedures sharing established best practices. (Finding #3)
F4
Page 35
The Grand Jury did not identify any standard procedures for review of contracts after their terms had ended. A review of this type would verify whether all provisions were met, if any action against the contractor is required, and whether any changes need to made to contract management standard procedures. 2006-2007 San Luis Obispo County Grand Jury Report Responses Page: R-35
Related Recommendations (1)
R4
Page 35
When any contract term ends, the issuing office should review the contract to evaluate its effectiveness. (Finding #4)